Database Lesson 6 Using Reports Reports offer a

Database Lesson 6 Using Reports

Reports offer a way to view, format, and summarize the information in your Microsoft Access database. For example, you can create a simple report of all the products in the supermarket or a report based on a query.

Open MS Access and load the Supermarket database. When you open MS Access, the supermarket database may be listed in the Recent section at the top left corner of your screen.

• If it is not listed there, click on “Open Other Files” and locate your “Supermarket. accdb” file. • Once you open the database, click on “Enable Content” in the SECURITY WARNING.

Creating a Report To create a Report, we shall use the “Report Wizard” 1. Click on CREATE in the Menu bar 2. From the Report section, click on “Report Wizard”

This will open the “Report Wizard” dialogue box, similar to the one we used when we created Forms in Lesson 4.

From the “Tables/Queries” section, select the Table or Query you want to create your report on.

Drag the fields that you want to include in your report to the “Selected Fields” section. You can do this either by double clicking on each field or by using the arrows between the “Available Fields” section and the “Selected Fields” section.

Once you select all the fields, click the Next button to move on to the next screen in the “Report Wizard”.

In the second screen of the “Report Wizard”, we can group data together. MS Access will suggest the most suitable grouping field, but this could be changed if needed. When we group data together, the data will be displayed as a group. For example, in our Supermarket database, if we group by the Supplier Code, all the data items bought from the same supplier will be displayed together.

When the grouping is set, click on the “Next button” to continue the wizard.

In the next section of the “Report Wizard”, we can set the sorting order and also set some calculations.

To set a sorting criteria, simple select the field on which you would like your data to be sorted upon, and select “Ascending” or “Descending” as required.

By clicking on “Summary Options”, you can set a series of calculation such as Sum, Average, Minimum and Maximum, on any numerical field in your report.

After clicking the “Next” button to move on to the next part of the “Report Wizard”, we can set the layout of our report. From this section, we can set the Orientation of the page (Portrait or Landscape), and the Layout of the Report.

In the final part of the “Report Wizard”, we can write the title and name our report, and click “Finish”. This will open our report.

This will open the new report.

Edit Report Format We can Edit the format of the report through the “Design View”. From the “Home” menu tab, click on “View” and select “Design View”.

This will open the Report in Design View, very similar to editing a form covered in Lesson 4.